Privacy Policy

1. Who we are

Seen is a virtual operations and administrative support service run by Isobel Smith, trading as Seen, based in Sheffield, UK. For the purposes of UK data protection law, Isobel Smith is the data controller.

If you have any questions about this policy or how your data is handled, please get in touch at hello@weareseen.uk.

2. What data we collect

We collect data in two ways: through the contact form on this website, and through the course of working with clients.

Through the contact form:

• Your name
• Your business name (optional)
• Your email address
• How you heard about Seen
• Any message or information you choose to include

Through client work:

• Contact details and business information
• Information shared in the course of providing the agreed services
• Invoice and payment records

3. Why we collect it

Contact form data is collected so we can respond to your enquiry and discuss whether Seen might be the right fit for you. The legal basis for this is legitimate interest.

Client data is collected and processed in order to provide the agreed services and fulfil our contractual obligations. The legal basis for this is contract performance.

Invoice and financial records are kept to comply with legal obligations under UK tax law. The legal basis for this is legal obligation.

4. How long we keep it

• Contact enquiries: if no contract follows, data is deleted after 12 months
• Client records: kept for 6 years after the end of the working relationship, as required by UK law for business records
• Financial records: kept for 6 years in line with HMRC requirements

5. Who we share it with

Your data is never sold and never shared with third parties for marketing purposes. We use a small number of trusted tools to run the business, each of which may process your data as part of delivering the service:

• Google Workspace: email and calendar (Google LLC, USA, covered by standard contractual clauses)
• Netlify: website hosting and contact form submissions (Netlify Inc., USA, covered by standard contractual clauses)
• SignWell: digital document signing (where applicable)
• Toggl: time tracking (where applicable)

All tools are selected with data security in mind. We do not use any advertising tools or website analytics.

6. Cookies

This website does not use cookies or any tracking technology. No data is collected about how you browse the site.

7. Your rights

Under UK GDPR you have the following rights regarding your personal data:

• Right to access: you can request a copy of the data we hold about you
• Right to rectification: you can ask us to correct inaccurate data
• Right to erasure: you can ask us to delete your data (subject to legal retention requirements)
• Right to restriction: you can ask us to limit how we use your data
• Right to portability: you can ask for your data in a portable format
• Right to object: you can object to processing based on legitimate interest

To exercise any of these rights, please email hello@weareseen.uk. We will respond within one calendar month.

8. How we protect your data

We take reasonable steps to keep your data secure. This includes using strong passwords, keeping software up to date, and only storing data in reputable, secure services. Client data shared in the course of work is treated as confidential in line with our client agreement.

9. Complaints

If you have concerns about how your data is being handled and are not satisfied with our response, you have the right to lodge a complaint with the UK Information Commissioner's Office (ICO) at ico.org.uk.

10. Changes to this policy

This policy may be updated from time to time. The date at the top of this page will reflect the most recent version. Significant changes will be communicated directly to active clients.